Who are we?
“We”, “us”, and ‘LandAid’ means LandAid Charitable Trust. We are a charity with registered charity no. 295157, Scottish Charity No. SC052172 and a registered company with Company No.2049135.
Your privacy matters
At LandAid, we are committed to keeping your personal data safe and secure.
This notice sets out in detail the purposes for which we process information about you, who we share it with, what rights you have in relation to that information and everything else we think it’s important for you to know.
If you have any questions about the processing of your personal information, or you would like to exercise any of your rights, please reach out to us with the details mentioned below:
Email us: enquiries@landaid.org
Call us: 020 3102 7190
How we process your information:
To understand how we process your personal information and to understand your rights, please visit the relevant appendix below:
Appendix 1: Supporters
Appendix 2: Human Resources (Job applicants, employees, volunteers)
Appendix 3: Events, Donations, Fundraising and Marketing
Appendix 4: General Information (Complaints Procedure, Your rights)
Changes to this Privacy Notice
We aim to keep this privacy notice regularly updated. This privacy notice is kept under regular review. If we make any significant changes to the way in which we process your information, we will let you know by either reaching out to you or posting a banner on the website.
This was last updated in March 2026.
Appendix 1: Supporters
How and when do we collect information about you?
We collect personal information about you directly when you engage with us as a supporter, including when you make a donation, participate in fundraising or industry events, provide pro bono skills or expertise, partner with us through your organisation or contact us to enquire about our work.
We may collect information through a range of channels, including our website (for example, contact forms and event registration forms), consent forms, event sign-ups and during the course of our ongoing relationship with you as a supporter. Where we receive your business contact details from a professional interaction (for example, exchanging business cards) or identify you through publicly available sources such as company websites, we may use this information to contact you on a one-to-one basis in relation to our charitable work.
What information do we collect?
The information we collect typically includes your name, work email address, job title, organisation, industry, and details of your engagement with us (such as donations, event attendance, volunteering, or pro bono support). In limited circumstances, such as event participation or speaking engagements, we may also collect additional contact details where necessary. Most information we hold relates to you in a professional or business capacity.
How is the information used?
We use this information to:
- Manage and maintain our relationship with you as a supporter
- Process donations, event participation and other forms of support
- Communicate with you about our work, events, campaigns and impact
- Facilitate enquiries and engagement with our activities
- Carry out internal reporting, evaluation, and relationship management
What is our lawful basis for processing this information?
- We process supporter information primarily on the basis of legitimate interests.
- Where consent is required (for example, for certain surveys, case studies, or photography), we rely on your explicit consent, which you may withdraw at any time.
- For any safeguarding information that we record, we rely on legitimate or vital interest, read with Article 9 (g) of UK GDPR ‘substantial public interest’ and additional conditions from the DPA 2018.
Who do we share your data with?
- We may share your personal data with trusted service providers who support our operations (such as CRM systems and event management providers). These organisations act as data processors and process personal data on our instructions only.
- We may disclose personal data where required to comply with legal obligations or to protect our rights and interests.
How we store your information and for how long?
We retain the personal data of all supporters for a period of in line with our retention periods. If you would like to know more about this, please contact us at the email address above.
Appendix 2: Human Resources
(Job applicants and current and former employees, committee members, trustees, volunteers)
How and when do we collect information about you?
You provide several pieces of data to us directly during the recruitment period and subsequently upon the start of your employment/engagement. In some cases, we will collect data about you from third parties, such as employment agencies or former employers when gathering references.
What types of information is collected about you and who provides it?
We keep several categories of personal data to carry out effective and efficient processes. Specifically, depending on your type of engagement with us, we may process the following types of data:
- personal details such as name, address, phone numbers, marital status
- name and contact details of your next of kin
- footage of the organisation events where you may appear
- information of any disability or other medical information you have disclosed
- right to work documentation, National Insurance number, bank account details
- information gathered via the recruitment process such as that included in a CV, cover letter or application form, references, details on your education and employment history etc
- information relating to your employment with us (e.g. job title, job description, salary, terms and condition of the contract, annual leave records, appraisal and performance indication, formal and informal proceedings involving you such as letters of concern and disciplinary, disciplinary and grievance proceedings)
- your biography and picture for the website (if applicable).
We may also process special category of data which include health information, sexual orientation, race, ethnic origin and demographic details. We may also occasionally process criminal records information if required.
How is the information used?
We are required to use your personal data for various legal and practical purposes for the administration of your contract of employment or your volunteer/trustee/ member duties, without which we would be unable to employ you or engage with you. Holding your personal data enables us to meet various administrative tasks, legal obligation or contractual/agreement obligation. We may process information in relation to the DBS for our safe recruitment practices.
What is our lawful basis for processing this information?
We mainly use ‘contractual obligation’ as a lawful basis for processing personal data for employees, job applicants and freelancers. We mainly use ‘legitimate interest’ for trustees and members. We may also have a legal obligation in order to process and share your data, for example we need to share salary information to HRMC or use some of your data to enrol a new employee on a pension scheme.
We may rely on our legitimate interest for processing activity such as keeping supervision and appraisal records; using your image, bio and videos/pictures of the organisations’ events where you may appear on our website or marketing/fundraising materials to promote the charity.
Some special categories of personal data, such as information about health or medical conditions is processed in order to carry out employment law obligations and for health and social care obligations (such as those in relation to colleagues with disabilities and for health and safety purposes). We may also process other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief on the basis of substantial public interest for the purposes of equal opportunities monitoring.
When processing criminal records (for example, in order to perform DBS check), the organisation relies on the lawful basis of legitimate interest and additional conditions of the UK GDPR and DPA 2018.
Who do we share your data with?
Personal Data in relation to your salary is shared with HRMC as part of our legal obligation. Personal Data may be shared with third parties or data processors for the administration of payroll, pension, HR functions and administering other employee benefits.
When sharing information with third parties, we have data sharing agreements, data processing agreements or contracts in place to ensure data is not compromised. These third parties implement appropriate technical and organisational measures to ensure the security of your data.
How long do we keep your data?
We only keep your data for as long as we need it for, which will be at least for the duration of your employment/engagement. For employees or any information arising out of a contract, we will keep your data for a period of 6 years after your employment/engagement has ended. If you’ve applied for a vacancy but your application hasn’t been successful, we will keep your data only for 12 months.
Some data retention periods are set by the law. Retention periods can vary depending on why we need your data. Please get in touch by contacting us using the details above if you want to know more about retention period.
Data is destroyed or deleted in a secure manner as soon as the retention date has passed.
Appendix 3: Marketing and Fundraising
Events:
We host a number of events each year. When you register to attend one of our events, we collect personal information to administer your registration and manage the event. This typically includes your name, email address and, where necessary, your phone number. We rely on our legitimate interests to process this information.
Where you choose to provide additional information, such as dietary requirements or details of any reasonable adjustments, we process this information on the basis of your explicit consent. On some occasions, we may collect limited information such as age or gender where this is necessary for the administration of an event (for example, eligibility, safeguarding, or venue requirements). We process this information on the basis of our legitimate interests and only where it is relevant to the specific event.
Donations:
Your personal Information is provided by you via a donation form on our website or via third party donation platforms (e.g. JustGiving and Funraisin). The information gathered may be name, email address, Gift Aid sign up, company name if donation made by an organisation, donation details, reasons to engage and postal address.
This information allows us to process your donation, and deal with any potential enquiry. We rely on our legitimate interest to process this data. If you agree that we can claim Gift Aid on your donations we are legally required to keep a record of the claim and your Gift Aid declaration. If you are donating using a third party, please also refer to the privacy notice published on their websites.
Fundraising and Marketing:
We may reach out to you with fundraising and marketing communications, if you have previously engaged with us in an event, made a donation or if we believe that you may be interested in engaging with our organisation. We may also send you marketing communications if you have signed up for marketing emails. We use texts, email and calls for marketing. We may use LinkedIn’s advertising tools to send marketing messages via LinkedIn to people who have opted in to receive such communications, in line with their LinkedIn settings.
When we make calls for fundraising and marketing, we make these calls on the lawful basis of legitimate interest. However, we will screen your calls through the telephone preference service (TPS). If you would prefer to not receive these calls, please do let us know.
We rely your consent to send your email communications and text messages (except where this is a business email address, whereby we rely on legitimate interest).
If you would like to change your marketing preferences, please reach out to us on the email address provided in the first section of this privacy notice, or you can simply unsubscribe with the option on the bottom of the marketing emails.
Appendix 4: General Information (Complaints procedure, your rights)
Your rights as a Data Subject
You have the following rights:
- ‘Right to be informed’, which means we will be completely clear and transparent about how we plan to use your personal information.
- ‘Right of access’, which means you can request details of the personal information we hold about you and how we use it. We will provide this within one month.
- ‘Right to rectification’, which means you can ask us to update or amend the personal information we hold about you, if it is incorrect.
- ‘Right to restrict processing’, which means you can ask us to change, restrict or stop the way we are using your personal information.
- ‘Right to erasure’ (or ‘right to be forgotten’), which means you can ask us to remove your personal information from our records.
- ‘Right to object’, which means you can object to us using your personal information for marketing purposes.
- ‘Right to data portability’, which means you can obtain the personal information we hold about you and reuse it for your own purposes.
- ‘Right not to be subject to automated decision making’, which means if we use systems to make a decision about you, you have the right to ask for a person to intervene, which may change the outcome.
- Right to lodge a complaint with a supervisory authority, such as the Fundraising Regulator or the Information Commissioner’s Office (ICO), if you are not satisfied with our response to a request you make to us, or you feel we are not using your information correctly.
International Data Transfers
Where personal data is stored outside of the UK and the EEA, safeguards to protect personal data may include but are not limited to the UK Addendum used in conjunction with the EU Standard Contractual Clauses (SCCs), or UK International Data Transfer Agreement (IDTAs). Such safeguards will be subject to Transfer Risk Assessments (TRAs).
Cookies
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Complaints procedure
If you are unhappy with the way we process your data, please get in touch with the Data Protection Lead using the contact details mentioned above.
You can also make a complaint to the Information Commissioner’s Office (ICO), which regulates the use of information in the UK. They can be contacted at 0303 123 1113 or you can write to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.